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TO: Mayor Richard C. Irvin
FROM: Jennifer Stalling, City Clerk
Jeff Anderson, Deputy Chief Information Officer
DATE: June 22, 2020
SUBJECT:
Requesting approval for purchase of a Freedom of Information Act (FOIA)/Public Records Request Management software solution from GovQA of Woodridge, IL with a 5-year contract and an amount not to exceed $130,309.
PURPOSE:
The City of Aurora desires a turnkey, software-as-a-service solution that complies with existing processes / rules and meets desired capabilities for City staff both employees and residents, with scalable and clear pricing. Marketplace.city was utilized to analyze the market and comparable contracts and also to aid in the selection process.
BACKGROUND:
The City used the Marketplace.city Clearbox process for this project.
Summary:
- Created a Market Landscape with 16 vendors
- Upon review of solution and experience, The City staff determined that 10 vendor solutions fit the desired criteria.
- Vendor Questionnaire was sent to 10 companies to better understand capabilities, experience, implementation approach and pricing for interested vendors to read and complete to be included in the reporting and selection process.
Vendor Down-Selection
- City staff validated and analyzed Vendor Responses:
- 3 responses with pricing and references in mandated timeline of 2/25/2020
- Armedia+ZyLab, GovQA, Granicis
- Granicus eliminated for incomplete solution
- City staff hosted 2 live vendor demos and conducted vendor scoring
- City staff determined that GovQA would be the best fit solution to meet functional needs
DISCUSSION:
After using the Marketplace.city process, City staff determined GovQA has the best fit solution to comply with existing processes / rules and provide a turnkey system for both city employees and citizens, with scalable and clear pricing. GovQA's Exchange Platform offers centralized, standardized, secured, streamlined, and automated request and communic...
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